Good morning SUNY Polytechnic Institute Faculty and Staff:

My name is David Manore and I am the new Director of Procurement for SUNY Polytechnic Institute. I bring over 15 years of public sector procurement experience and I am very excited to join the SUNY Poly team.

Together, Charlie Schiralli and I staff the Procurement Office. The goal of the Procurement Office is to be a source of information for you and to assist you in finding the best method to acquire the goods, services and technology you need continue your outstanding work educating SUNY Poly students. By doing this, we aim to maximize your precious budgeted dollars while maintaining compliance with State laws and SUNY and SUNY Poly policies and procedures.

I have attached some procedures and forms to this email. This is my first attempt to formalize the procurement process at SUNY Poly. The Procurement Procedures document delineates the how’s and why’s of the procurement process. The Requisition Procedures document spells out the mechanics of how to initiate a procurement. The Purchase Order Procedures document delineates the steps the Procurement Office goes through after being authorized to initiate a procurement. These procedures have been aligned with SUNY policies and procedures and New York State law. A more in depth presentation and training of these policies is forthcoming at the beginning of the Spring term in January  but I wanted to provide these to you now. Here are some highlights:

1. All procurements must come to the Procurement Office on the attached Requisition Form. This form alerts us that you are looking to procure something. By involving the Procurement Office in the process early, we can assist in finding the best procurement method and source and also comply with New York State’s M/WBE requirements. The Requisition Form is the first step in the process – not an authorization to pay an invoice already received.
2. Confirming Purchase Orders are not allowed. A confirming Purchase Order is one that is issued after the procurement has been made and invoiced.  SUNY Poly is not obligated to pay for such procurements and the employee may be personally responsible for payment of the invoice. ONLY THE PROCUREMENT OFFICE IS AUTHORIZED TO PLACE AN ORDER FOR ANY AND ALL GOODS OR SERVICES, UNLESS DONE WITH AUTHORIZED SUNY PROCUREMENT CARDS ALREADY IN PLACE. Confirming orders will be sent back to the requisitioning person for payment.
3. “Splitting” orders, or making numerous, small dollar procurements in order to circumvent the procurement thresholds, are also not allowed. Please contact the Procurement Office for assistance with these types of procurements.
4. Proper planning is the key to maximizing SUNY Poly’s procurement power. An emergency purchase has a very specific definition in public procurement – there must be an urgent and unexpected situation where health and public safety or the conservation of public resources are at risk. Failure to properly plan your procurement activities, resulting in a situation where normal practices are not followed, does not rise to the level of an emergency. Engaging the Procurement Office as early in the process as possible will help limit these types of situations.
5. Single- or sole-source purchases must be properly documented. State Comptroller approval must be obtained for procurements over the level specified in State law. Just because a vendor says there are the only source of an item does not always satisfy this requirement. Again, please contact the Procurement Office for these types of situations.

Additional training of faculty and staff will be conducted in November regarding Project Sunlight, the New York State reporting requirement for contact with vendors. I will be setting up training sessions after consulting with Administration and you will be contacted if you are determined to be subject to such requirements.

If you have any questions, please feel free to contact me. My office telephone number is 792-7280 and my email address is manored1@sunypoly.edu. I look forward to working with you.

David Manore

Director of Procurement 100 Seymour Road Utica, NY 13502 Phone 315-792-7280

200-P30 SUNY Poly Purchase Order Procedures 200-P20 SUNY Poly Requisition Procedures 200-P10 SUNY Poly Procurement Procedures 200-P20(1) SUNY Poly Requisition Form